Determining Objectives and Scope for the First Workflow Implementation

When determining the Project Objectives and Scope for deploying ReadyWorks, the Project Manager on the implementation team should focus on defining clear goals, aligning the project scope with organizational requirements, and identifying any constraints that could impact deployment. A well-defined scope and objectives are crucial to ensure the platform supports the organization’s asset management needs and to avoid scope creep during the implementation.

Key Considerations for Project Objectives and Scope:

1. Define Primary Goals and Use Cases:
   • Identify Core Use Cases: Start by understanding the specific business challenges ReadyWorks is expected to address. Whether the project focuses on asset management, compliance tracking, or enhancing visibility, clearly defining these primary use cases ensures alignment with the organization’s needs.
   • Define the Start and End of Your Process: Look at the entire workflow you are considering, are you accounting for the data from the point of creation to the point of an asset’s disposal? Are you looking to orchestrate a particular problem area? What teams need to align for success? What is an appropriate starting point to gain quick wins?
   • Set Measurable Success Metrics: Determine what metrics will indicate a successful deployment. These may include reductions in manual work, improved data accuracy, better compliance rates, or increased efficiency in asset tracking and reporting. Success metrics help quantify the platform’s impact post-deployment and guide configuration efforts.
   • Plan for Future Use Cases: Beyond immediate needs, consider additional future use cases that ReadyWorks may support, such as IT transformation initiatives or expanded reporting capabilities. Building a flexible framework during initial deployment can reduce the need for major reconfigurations later.
2. Establish Clear Project Scope:
   • Scope of Features and Functionalities: Identify which specific ReadyWorks features will be implemented by reviewing each step in your existing process. Determine if core components such as the Self-Service Portal, action buttons, Waves, TCOMMs, or advanced reporting dashboards will be needed initially or added in later phases.
   • Data Integration Requirements: Define which data sources (e.g., ServiceNow, Active Directory, etc.) must be connected to ReadyWorks and if data mappings will be limited to certain asset types (such as devices or software) or will need to cover a wider range. Consider the complexity and frequency of data updates to ensure the ETL setup meets project requirements.
   • Define User Groups and Access Levels: Determine which teams (e.g., IT, Compliance, End-Users) will use ReadyWorks and identify the specific permissions or access controls they will require. Defining these groups and roles in advance ensures accurate configuration of the platform’s security and access management settings.
3. Identify Any Constraints and Limitations:
   • Budget and Resource Constraints: Define available resources, including financial, human, and technological resources. Identify how funds will be allocated across phases and if any potential budget constraints might impact the deployment scope. A clear budget overview also helps manage expectations around implementation timelines and resource availability.
   • Timeline and Phasing: Establish a realistic timeline, including phased rollouts if required. Phased deployments, such as a pilot followed by a broader rollout, can help manage risks and allow for adjustments based on initial feedback.
   • Technical Constraints: Address any specific technical limitations, such as data quality issues, API integration limits, or network bandwidth considerations. Understanding these constraints upfront can guide ETL configurations and help the implementation team manage integration dependencies.
4. Stakeholder Expectations and Communications:
   • Outline Stakeholder Roles: Identify key stakeholders and clarify their roles within the project, including decision-makers, data owners, and end-user representatives. Engage these stakeholders early to align on project objectives and scope.
   • Define Communication and Feedback Channels: Set expectations for regular updates and feedback collection. Determine how feedback from stakeholders will be gathered and addressed, particularly in early deployment phases.

By focusing on these core considerations, your team can establish a comprehensive project scope and objectives for ReadyWorks deployment. This clarity at the outset supports an efficient deployment process, aligns stakeholder expectations, and sets a clear path for achieving the desired outcomes with ReadyWorks.